The “Search” fields allow you to enter information you know about an item and the system will search the database for matches. If you want to change the search values, then select the Clear Search Fields button. This button will restore the defaults of the Search For and Advanced Search Criteria fields.
The Search For field supports special characters and reserved words for advanced searching based upon the database that is being used (that is, Oracle or Microsoft SQL server). For a complete list of the special characters and reserved words by your installation’s DBMS, please refer to "Appendix A” and "Appendix B" in this user guide. For additional information on special characters and how they are handled, please refer to the Shop Search Characters to Escape and Override Advanced Shopper Search Syntax parameters in the Application Parameters topic of this guide. The Search For field can be blank as long as a value is entered in at least one of the following Advanced Search fields: Vendor, Warehouse, Commodity, or Transaction Description. The Search For field searches across the following fields:
On the Commodity (COMM) page:
Commodity Code
Commodity Name/Description
Keywords from the Commodity (COMM) table (Only applicable if Commodities is selected as the Source of Supply)
From the Master Agreement (MA) transaction:
Legal Name
Alias Name
CL Description
Extended Description
Commodity Code
Commodity Name/Description
Manufacturer Name
Manufacturer Part Number
Color
Size
Model Number
Unit of Measure
Transaction ID
On the Inventory Maintenance (INVN) page:
Stock Item
Stock Item Suffix
Stock Item Description
Suggested Vendor
Keyword Search
Stock Item Extended Description
Issue Unit
Part Number
Alternate Part Number
Statewide Part Number
Department Part Number
Internal Part Number
Manufacturer Part Number
Distributor Part Number
From the Purchase Order (PO) transaction:
Supplier Part Number
Legal Name
Alias Name
CL Description
Extended Description
Commodity Code
Commodity Name/Description
Manufacturer Name
Manufacturer Part Number
Color
Size
Model Number
Unit of Measure
Transaction ID
On the Catalog Maintenance page:
Supplier Part Number
Legal Name
Alias Name
Item Description
Extended Description
Commodity Code
Commodity Name/Description
Manufacturer Name
Manufacturer Part Number
Color
Size
Model Number
Unit
Transaction ID
Territory Available
Supplier Auxiliary ID
Text 1
Text 2
Text 3
External Supplier ID
The Advanced Search fields all default to blank except where indicated.
Department
For Non-Procurement users (that is, the User ID does not exist on the Procurement User (USER) page), this field defaults to the user’s Home Department when the Infer User Home Department on SHOP page (SHOP_USER_HOME_DEPT_INFER) parameter on the Application Parameters page is set to True. If a user enters a value in the Department search field on the SHOP page, it is overridden and the user’s Home Department is inferred when the search is performed. If this occurs, an informational message is issued indicating that the Department has been reset to the user’s home department.
For Procurement Users (that is, the User ID does exists on the Procurement User page), this field defaults to the user’s Home Department when the Use Home Department on SHOP flag on the Procurement User (USER) page is checked. When the Use Home Department on SHOP flag is checked, if a user enters a value in the Department search field on the SHOP page, it is overridden and the user’s Home Department is inferred when the search is performed. If this occurs, an informational message is issued indicating that the Department has been reset to the user’s Home Department. If the Use Home Department on SHOP flag is not checked, the Department field is not defaulted and users can search for records for any Department.
If the SHOP_USER_HOME_DEPT_INFER parameter is set to False, then the Department field is not defaulted for all users.
When searching for MA Catalog Items, PunchOut Catalogs, and Master Agreements, the Department search field is used to look for the Authorized Department of the Master Agreement transactions.
When searching for Similar Purchases, the Department search field is used to look for the transaction department for transactions of the PO Transaction Type.
When searching for Inventory, the Department search field is used to look for the warehouse department field on the Inventory Maintenance table.
Commodity - Multiple values can be entered by using commas.
Vendor - Multiple values can be entered by using commas.
Part Number - If a value is entered in the Part Number field and the Inventory Sources of Supply option is selected, then the system will search for inventory records that contain the value in the Part Number, Statewide Part Number, Department Part Number, Internal Part Number, Manufacturer Part Number, Distributor Part Number, or Alternate Part Number fields, and that meets the other search criteria entered on Shopper.
Price (From) - When entered, the search will limit matches to those specified in the range of Prices indicated by the values in both the Price (From) and Price (To) fields. If Price (From) is populated then Price (To) is required, and vice versa.
Price (To) - When entered, the search will limit matches to those specified in the range of Prices indicated by the values in both the Price (From) and Price (To) fields. If Price (From) is populated then Price (To) is required, and vice versa.
Warehouse - This field is protected if Inventory is not selected as a Source of Supply. Only inventory items associated with warehouse records with the ‘Warehouse Distribution Capability’ flag set to Yes on the Warehouse (WHSE) table are returned in search results.
Expiration Date - If a date is entered, the search will limit matches to those Master Agreements with an Expiration Date greater than or equal to the value entered. You can also use the greater than, greater than or equal to, less than, and less than or equal to signs to filter the MA transactions within the date parameter value.
Include Expired Agreements - Select Yes to include expired Master Agreements in the search results. Note: A commodity line is considered to reference an "expired agreement" if the MA transaction containing the commodity has an Expiration Date (on the MA Header) that is less than the Application Date on the Application Parameters table. The Allow Expired Agreements flag on the Procurement Transaction Control (PRDOC) table must be selected for the Delivery Order (DO) or Payment Request (PRC) Transaction Code to be created for the expired Master Agreement. Otherwise, the system issues a hard error if an expired agreement is chosen upon selecting the Checkout button on the Shopper – Checkout page.
Mandatory Source Enabled - If Mandatory Source Enabled is set to Yes, then the system will only return those records that have the Mandatory Source flag selected. This includes any MA Commodity line (including MAs for Catalogs and PunchOut purchases) and any Commodity where Mandatory Source is selected. If Mandatory Source Enabled is set to No, a warning is issued indicating that Mandatory Source Agreements are not included in the search results.
Include Substitute Stock Item - If selected and the Inventory Sources of Supply check box is selected, then the system includes Substitute Stock Item information in the search results for each matching Commodity Code. If a record is returned that includes a Substitute Stock Item, then the Substitute column in the Available from Inventory results grid indicates Yes. Note: Substitute Stock Items are set up on the Approved Inventory Substitutes (APRVSUB) page. Refer to the “Approved Inventory Substitute” topic in the Inventory User Guide for more information.
Transaction Description - When entered, the search will limit matches to the given transaction description given in this field. This field supports standard Advantage wildcard searching (using *), hence, the system will search and list all records matching the input fully or partially. This field is editable only if the Source of Supply is set to Master Agreements, MA Catalog Items, PunchOut Catalogs, and/or Similar Purchases.